TUGAS I

SOFTSKILL ASSIGNMENTS

 

This Material Was Compiled By :

Dzikrina Istighfarani (2127856)
Jihan Diya Nabila (23217055)
Rafika Annissa (24217866)
Siti Fakhirah (26217580)
Vini Aprilia Salsabila (26217103)

FACULTY OF ECONOMICS

GUNADARMA UNIVERSITY

A.     How to Accept an Urgent call

Receptionist: Good morning, Sir.

Guest: Good morning. Is Mr. Toni in?

Receptionist: Yes, Sir. He just came 10 minutes ago.

Guest: Can you please tell him that Mr. Joni is here? I have an appointment with him this
            morning at 9.

Receptionist: May I know where you are from, Mr. Joni?

Guest: I’m from PT Nusantara Kaya.

Receptionist: Certainly, Sir. Please, sit down. I’ll go and see him.

Guest: Thank you.

 (after a few minutes)

Receptionist: Sir, will you follow me, please? Mr. Toni is waiting for you.

Guest: Thank you very much, Miss.

B.     How to introduce ourself  to other

Ira: Jihan, I would like to introduce you to one of my old friends, Rafika.

Rafika: Hello, Jihan. I’m Rafika.

Jihan: Nice to meet you, Rafika. How long have you two known each other?

Ira: We were high school friends. Then we got in the same college and major. Then… we just met again after graduated.

Rafika: But Ira has told me a lot of things about you, Jihan.

                                                                                                 

Jihan: Well, I hope they’re good stuff.

Ira: I only tell good stuff about other people, please.

Rafika: Don’t worry. What Ira said actually made me want to see you in person myself.

Ira: Well, then, can I leave you two alone now? I need to say hello to some other people in this party.

Rafika: We’ll be fine. Thanks for introducing  us.

C.     Types of Bussines Letters

The term “business letters” refers to any written communication that begins with a salutation, ends with a signature and whose contents are professional in nature. Historically, business letters were sent via postal mail or courier, although the internet is rapidly changing the way businesses communicate. There are many standard types of business letters, and each of them has a specific focus.

1.      Sales Letters

Typical sales letters start off with a very strong statement to capture the interest of the reader. Since the purpose is to get the reader to do something, these letters include strong calls to action, detail the benefit to the reader of taking the action and include information to help the reader to act, such as including a telephone number or website link.

2.      Order Letters

Order letters are sent by consumers or businesses to a manufacturer, retailer or wholesaler to order goods or services. These letters must contain specific information such as model number, name of the product, the quantity desired and expected price. Payment is sometimes included with the letter.

3.      Complaint Letters

The words and tone you choose to use in a letter complaining to a business may be the deciding factor on whether your complaint is satisfied. Be direct but tactful and always use a professional tone if you want the company to listen to you.

4.      Adjustment Letters

An adjustment letter is normally sent in response to a claim or complaint. If the adjustment is in the customer’s favor, begin the letter with that news. If not, keep your tone factual and let the customer know that you understand the complaint.

5.      Inquiry Letters

Inquiry letters ask a question or elicit information from the recipient. When composing this type of letter, keep it clear and succinct and list exactly what information you need. Be sure to include your contact information so that it is easy for the reader to respond.

6.      Follow-Up Letters

Follow-up letters are usually sent after some type of initial communication. This could be a sales department thanking a customer for an order, a businessman reviewing the outcome of a meeting or a job seeker inquiring about the status of his application. In many cases, these letters are a combination thank-you note and sales letter.

7.      Letters of Recommendation

Prospective employers often ask job applicants for letters of recommendation before they hire them. This type of letter is usually from a previous employer or professor, and it describes the sender’s relationship with and opinion of the job seeker.

8.      Acknowledgment Letters

Acknowledgment letters act as simple receipts. Businesses send them to let others know that they have received a prior communication, but action may or may not have taken place.

9.      Cover Letters

Cover letters usually accompany a package, report or other merchandise. They are used to describe what is enclosed, why it is being sent and what the recipient should do with it, if there is any action that needs to be taken. These types of letters are generally very short and succinct.

10.  Letters of Resignation

When an employee plans to leave his job, a letter of resignation is usually sent to his immediate manager giving him notice and letting him know when the last day of employment will be. In many cases, the employee also will detail his reason for leaving the company.

D.     Organizational Structure

An organizational structure is defined as “a system used to define a hierarchy within an organization. It identifies each job, its function and where it reports to within the organization.” A structure is then developed to establish how the organization operates to execute its goals.

Corporate structure refers to the organization of different departments or business units within a company. Depending on a company’s goals and the industry which it operates in, corporate structure can differ significantly between companies. Each of the departments usually performs a specialized function while constantly collaborating with each other to achieve the corporate goals and values. Departments in a company include Human Resource, IT, Accounting and Finance, Marketing, Research and Development (R&D), and Production. Some product-based or project-based companies may divide up business units by addressing a single product or project as a department.

Types of Organizational Structure

There are four general types of organizational structure that are widely used by businesses all around the world:

1. Functional Structure 

Under this structure, employees are grouped into the same departments based on similarity in their skill sets, tasks, and accountabilities. This allows effective communications between people within a department and thus leads to an efficient decision-making process. Companies with departments such as IT and Accounting are good examples of a functional structure. 

2. Divisional Structure

This structure organizes business activities into specific market, product, service, or customer groups. The purpose of the divisional structure is to create work teams that can produce similar products matching the needs of individual groups. A common example of the divisional structure is geographical structure, where regional divisions are built to provide products or service to specific locations.

3. Matrix Structure

Matrix Structure is a combination of functional and divisional structures. This structure allows decentralized decision making, greater autonomy, more inter-departmental interactions, and thus greater productivity and innovation. Despite all the advantages, this structure incurs higher costs and may lead to conflicts between the vertical functions and horizontal product lines.

 

4. Hybrid Structure

Like the Matrix Structure, the Hybrid Structure combines both functional and divisional structure. Instead of grid orgaJihantion, Hybrid Structure divides its activities into departments that can be either functional or divisional. This structure allows utilization of resources and knowledge in each function, while maintaining product specialization in different divisions. Hybrid Structure is widely adopted by many large orgaJihantions.

Learning About a Company’s Corporate Structure

When an FP&A analyst performs various analyses and financial modeling, corporate structure is often one of the first things taken into consideration, because how the departments are defined directly influences the construction of any model.

1. Corporate structure is the basis for building any financial models

Depending on the kind of products/services a company provides or the industry it is in, its corporate structure can look very different from other businesses. Therefore, it is essential for the FP&A analyst to work closely with different business units in the company to understand their responsibilities and areas of expertise.

The FP&A analyst should organize regular meetings and communicate consistently with the different business units to keep up with the latest trends in the market, new and existing projects, short-term and long-term work plans, and expected opportunities in the project pipeline. That way, not only can the analyst familiarize himself with the ongoing activities in each team, he is also able to respond quickly to changes in budgets and forecasts with the latest information.

2. Businesses with functional or divisional structures tend to use straightforward modeling

Out of the four organizational structures, functional and divisional structures are the easiest to build financial and forecasting models on, because of the simplicity of the companies’ departmental structure. An FP&A analyst can easily gather data, perform analysis and realize variances, identify data trends, and forecast future performance for each department.

Sometimes, an FP&A analyst may drill down to as deep as each employee when collecting information for detailed analysis. Because all employees are in a single reporting relationship in a functional or divisional structure, the analyst can easily track individual performance, working hours, and expenditures. This helps in performing precise analysis on departmental costs, earnings, and productivity, without simply making a lot of assumptions.

3. Matrix structure companies may incur more estimations on various factors

In a matrix structure, employees have dual reporting relationships, generally to both a functional manager and a division/product manager. It can lead to conflicts in resource utilization between a division and a function, making it more difficult to implement cost allocation because a single employee can be a member of two teams at the same time.

Moreover, it is more challenging for an FP&A analyst to develop a perfect forecasting model for matrix structure companies because there are many resources overlapping and ambiguous reporting lines. Measuring employee productivity rates and project expenses may require some estimations on individual working hours spent on various products or projects.